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Home My WebLink AboutR-86-0977J-86-1071 12/2/86 RESOLUTION NO. 86-977, A RESOLUTION ACCEPTING THE BID OF SAXON-NUCO CORPORATION FOR FURNISHING TWENTY (20) FACSIMILE MACHINES FOR CITY WIDE USE TO THE DEPARTMENT OF MANAGEMENT & BUDGET AT A TOTAL PROPOSED COST OF $35,780.00; ALLOCATING FUNDS THEREFOR FROM THE 1986-87 OPERATING BUDGET OF THE USING DEPARTMENTS; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE PURCHASE ORDERS FOR THIS EQUIPMENT. WHEREAS, pursuant to public notice, sealed bids were received October 20, 1986 for furnishing Twenty (20) Facsimile Machines for City Wide use to the Department of Management and Budget; and WHEREAS, invitations were mailed to 17 potential suppliers and 11 bids were received; and WHEREAS, funds for this purchase are available in the 1986- 87 Operating Budget of the using departments; and WHEREAS, this equipment will be used City Wide for the purpose of developing a more efficient alternative for the immediate transmission of documents; and WHEREAS, the City Manager and the Director of the Department of Management and Budget recommend that the bid received from Saxon-Nuco Corporation be accepted as the lowest responsible and responsive bid; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The October 20, 1986 bid of Saxon-Nuco Corporation for furnishing Twenty (20) Facsimile Machines to the Department of Management & Budget at a total proposed cost of $35,780.00 is hereby accepted with funds therefor hereby allocated from the 1986-87 Operating Budget of the using departments. CITY COMMISSION MEETING OF DEC 11 1966 RLSOLUTION No. it MARKS: a s Section 2. That the City Manager is hereby authorized to instruct the Chief Procurement Officer to issue Purchase Orders for this equipment. PASSED AND ADOPTED this 11th. day of December 1986. ATTF,$T MATTY HIRAI, CITY CLERK PREPARED AND APPROVED BY: ROBERT F. CLARK CHIEF DEPUTY CITY ATTORNEY APPROVEJYAS/TO FORM AND CORRECTNESS: yw%—W -a ra. "WU%j CITY ATTORNEY 86-9'7'71 I 4 N P. N F 2 F Z N Z N F 1 N N 2 C c 4 N r 7 BID SECURITY KSy Purchase or Lease 20 Fax Machines DATa BID$ ItECEIVEnnf _ 20 . 1986 86-87-007 TYPE OF SECURITY �IpDER 70TAL �/ �I �IIOVtiIT itten Beilenson 'Leon Business Systems Broken down by items 800 S.W. 8th St. omplete Business Systems 61 125 Street " . Miami, Fl elefax Co. 151 S.W. 99 Avenue iami, Fl ce Copy of Florida 440 Biscayne Boulevard iami, Fl " ujitsu's 699 Stirling Road, C-407 t. Lauderdale, Fl elecommunications Serv, of Fl ,Inc 623 N.W. 74th Avenue " iami, F1 Model Sanfax 725-9611 elecommunications Serc. of F1a.,Inc. 623 N.W. 74th Avenue It" iami, Fl Model Sanfax 625-9611 elta Business Systems, Inc. 789 N.W. 79th Avenue iami, Fl avin, Florida 500 N.W. 41st Street iami, Fl " erox Corporation 01 Alhambra Circle, 6th Floor oral Gables, F1 " axon - NUCO 360 N.W. 135 St. iami, F1 mnifax 065 N.W. 167th Street, Suite 2 iami, F1 ele-Data RECEIVE behalf of PURCHASING DIV./PUBLIC WORKS nveIopes. SIGNED; �LDATE: b 2/--S,b volt acroulmlia p VOID" KI LEGAL ADVERTISEMENT BID NO. 86-87-007 tt AA .40 Sealed bids will be received by the City Manager and City Clerk of tbg, City of Miami, Florida not later than P.K. October 0, 198 for the Purchase or Lease with the Option to Buy Twenty more or less) Fax Machines for various City Departments. Ordinance No. 10062 established a goal of Awarding 51% of the City's total dollar volume of all expenditures* for All Guods and Services to Black, Hispanic and Women Minority Business Enterprises on an equal basis. Minority Vendors who are interested in submitting rids and who are not registered with the City as minority vendors are advised to contact the City Procurement Office, 1390 N.W. 20th Street, Second Fluor, Telephone 579-6380. Detailed specifications for the bids are available upon request at the City Procurement Office. The City Manager may reject all bids and readvertise. (Ad No. 3969) 1JU L.J`.I Cesar H. Odio City Manager N vU I1 Ul �SI�U U U n in REQUISITION FOR ADVERTISEMENT This number must in the advertiseme DEPT/DIV. ACCOUNT CODE DATE PHONE APPROVED BY: PREPARED BY -- - — DIRECTOR OF ISSUING DEP6 Publish the attached advertisement (number of times) Type of advertisement: legal classified (Check One) display Size: Starting date First four words of advertisement: Remarks: times. DO NOT TYPE BELOW THIS LINE. FOR USE OF FINANCE DEPARTMENT ONLY. LINE PUBLICATION DATE(S) OF ADVERTISEMENT INVOICE 0 A-1 B-2 C-3 D-4 E-5 F3 F4 F5 F7 F8 F9 F10 F11 LINE TRANS VOUCHER DUE DATE YY MM DD Adv. Doc. Reference VENDOR INDEX CODE OBJECT 11 13 1 17 18 1 125.34 39 42 145 50 51 56 57 62 63 65 6E 0 1 2 4 1 VIPVIPI I I I 1 1 12101212 L 7 1 2 3 4 7 8 V P 12 314 15 DESCRIPTION 36 64DISCOUNT 6 72 AM 5 2 0 0 2 0 1 Approved for Payment White — Purchasing Yellow - Finance Pink — Department { _ 1 TO INTER -OFFICE MEMORANDUM Honorable Mayor and Members of the Ci ty Commi ss ion Cesar H. Odio /) City Manager /(/ RECOMMENDATION 1 DEC 04 5 W_ Recommendation for Resol and Award of Bid No. 86-1 Facsimile Equipment For City Commission Meet of December 11, 1986 It is recommended that an Award of Bid be made and a Resolution be passed accepting the bid from Saxon-NUCO Corporation, a minority bidder; as the lowest responsible bidder for twenty (20) Sharp FO-600 facsimile machines to be placed in the C i t y ' s office buildings at a total cost of $35,780 including annual maintenance. BACKGROUND The Department of Management and Budget analyzed and installed several facsimile machines in certain key offices for testing and evaluation to develop a more efficient alternative for the immediate transmission of documents. In the past, departments have utilized messengers for the delivery of documents among the City 's departments and off ices located throughout the Ci ty. The Department of Management and Budget has concluded that facsimile equipment has demonstrated its value and effectiveness in the electronic transmission of critical documents and the success realized with the facsimile machines currently in operation justifies the City upgrading its general facsimile capability. Availability of state-of-the-art facsimile equipment at relatively 1 ow cost provides the Ci ty wi th an opportuni ty for purchasing thi s equipment on a cost-effective basis. Amount of Bid: Acquisition and Maintenance - $35,780 Cost Estimate: $50,000 Bid % of Cost Estimate: 72% Source of Funds: Account Code 840: Machinery and Equipment - New Minority Representation: Public Hearing/Notices: Assessable Project: Minority vendor selected Not applicable Not applicable 0 • ITEM: TYPE OF PURCHASE: REASON: POTENTIAL BIDDERS: BIDS RECEIVED: AWARD OF BID Bid tlo. 86-87-007 Purchase of twenty (20) Facsimile Machines Management & Budget for City Vide use Single purchase To develop a more efficient alternative for the immediate transmission of documents. 17 11 TABULATION: Attached FUNDS: 1986-87 Operating Budget MINORITY/WOMEN PARTICIPATION: Invitations to bid were sent to four 4 Hispanic Vendors engaged in the Facsimile machines business as located in these sources: 1. Vendors applications on file in Procurement Management 2. Yellow Pages Telephone Directory. Minority response consisted of four (4) bids from Hispanic firms including Saxon- Nuco Corporation the lowest responsible and responsive bidder recommended for award. BID EVALUATION: All bids meet the specifications. Following is an analysis of the Invitation to Bid: Number of Bid Number of Category Invitations Mailed Responses Prior Bidders Black American 0 0 Hispanic American 0 0 Women Owned 0 0 Non -Minority 0 0 New Bidders Black American 0 0 Hispanic American 4 4 Women Owned 0 0 Non -Minority 13 7 Courtesy Notifications 14 0 "No Bids" - 1 Late Bids - 0 Totals 31 12 Reason for "No Bid" was as follows: 1. Tele-Data. "Our lease are fixed terms not cancellable." page 1 of 2 86-9771 RECOMMENDATION: IT IS RECOMMENDED THAT THE AWARD BE MADE TO SAXON-NUCO CORPORATION FOR A TOTAL PROPOSED AMOUNT OF $35,780.00. D � ,0hief Procurement officer The Minority & Women Business Administrator concurs with the above recommendation. �. � LiA JL,.✓i / Minority & Women Business Administrator Da t e 85-977. page 2 of 2 INTER -OFFICE MEMORANDUM -o A. L. Mullins zeA'_ October 28. 1986 Chief Procurement Officer Award of Bid Bid No. 86-87-007 Manohar S. S r rector c5 Department of a a ent and Budget In response to your memorandum dated October 21, 1986, a tabulation was performed by the Department of Management and Budget of twelve Bids for approximately twenty Fax Machines. It is recommended the Bid be awarded to the Saxon-Nuco, Corporation, a local minority vendor submitting the lowest, complete acceptable Bid. If you require additional information, please contact me at your earliest convenience. Attachments: Recommended Bid Award Bid Tabulation 86-977 . 0 Attachment A Recommended Bid Award The following is a breakdown of the recommended bid award: 4� Unit Description: Facsimile Machine, Sharp FO-600 Vendor Saxon - Nuco, Inc. Unit Price: $1,564.00 each. - 20 units = $31,280.00 Maintenance: $18.75 each monthly. - $225.00 each annually. _1 n7.... A......�7 Ymin*nn2no-o- $35,780 Warranty: 120 days. Lease Term - 1 yr.: $141.07 Lease Term - 2 yr.: 76.01 Lease Term - 3 yr.: 54.08 Lease Term - 4 yr.: 45.79 Buy Out @ End of Lease Term: Thermal Paper -Length and Price: $1.00 328' - $11.49 per roll. DOAl2 86"-977 . Attachment B BID EVALUATION BID NUMBER 86-87-007 FACSIMILE MACHINES Purchase Annual No. Lease No. Lease No. Lease No. Lease Lease Paper Vendor Units Price Maintenance Term - lyr. Term - 2yr. Term - 3yr. Term - 4yr. Buy -Out V Lgth, $) 1. A'Leon Business Cannon 328' Systems Fax-520 $2,085.00 $350.00 $188.55 $101.75 $73.50 $59.50 $1.00 $14.92 (Minority) 2. Complete Sharp 328' Business Systems FO-600 1,795.00 335.00 165.14 89.75 64.62 52.06 179.00 13.90 3. Telefax Co. Cannon $7' (Minority) Fax Phone 10 21245.00 295.00 24 mos. only 116.77 81.97 N/A 224.55 6.5U 4. Ace Copy Sharp 328' of Florida FO-600 1,580.00 225.00 135.88 72.68 51.51 43.45 158.00 17.00 5. Fujitsu I.S.A. Dex 328' 6100 2,200.00 288.00 198.46 106.04 75.61 60.57 220.00 15.30 6. Telecommunica- tions Service Sanyo of Florida Sanofax 328' (Minority) 625-9611 2,745.00 300.00 254.74 128.47 91.96 73.84 274.50 10.00 7. Telecommunica- tions Service Sanyo of Florida Sanofax 328' (Minority) 725-9611 3,520.00 300.00 326.65 164.73 117.92 94.68 352.00 10.00 Q8. Delta Business Cannon 328' Systems Fax-520 2,525.00 280.00 239.87 127.51 92.16 N/A lyr-479.75 19.00 2yr-255.02 3yr-184.32 9. Savin Florida Murata Multifax 328' (Minority) Imagemate 1,678.00 240.00 145.00 75.00 58.00 48.00 200.00 11.34 Attachment B Bid Evaluation (Contd.) Purchase Annual No. Lease Mo. Lease Mo. Lease Mo. Lease Lease Paper Vendor Units Price Maintenance Term - lyr. Term - 2yr. Term - 3yr. Term - 4yr. Buy -Out (,Lgth, t) Xerox 10. Xerox Telecopier 100' Corporation 7010 2,045.00 230.00 179.70 102.84 77.28 64.53 204.50 8.55 11. Saxon-Nuco Sharp 328' (Minority) FO-600 1,564.00 225.00 141.07 76.01 54.08 45.79 1.00 11.49 12. Telautograph Omnifax 328' Corp. 9S 2,125.00 252.00 166.00 83.00 55.00 42.00 lyr-200.00 14.00 2yr-200.00 3yr-300.00 4yr-350.00 13. Tele-Data No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid 14. Office of Black Affairs No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid (Minority) 15. University of West Florida No Bid 16. Small Business Opportunity Center No Bid 17. N.A.B.W.E. No Bid 18. Florida Regional Minority No Bid 19. Business Assistance Center No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid 40 �H Vendor Units 20. Pan-American Chamber of Commerce No Bid 21. Bid Net No Bid 22. Aliapatah Business Development Authority No Bid 23. Minority Business Development Center No Bid 24. Florida Bidders Infor. No Bid 25. Miami Dade Chamber of Commerce No Bid 26. National Associ- ation of Women Business Owners No Bid 27. Women's Chamber of Commerce No Bid 28. Technical Int'i 0� Corp. No Bid 29. Deklor Counter - Intelligence & Security No Bid Bid Evaluation (Contd.) Purchase Annual No. Lease No. Lease Mo. Lease No. Lease Lease Price Maintenance Term - lyr. Ten■ - 2yr. Term - 3yr. Term - 4yr. Buy -Out No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No aid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid Attachment B Paper No Bi d No Bid No Bid 9 No Bid No Bid No Bid No Bid 4& No Bid No Bid No Bid Ell Vendor Units 30. Stoelting Co. No Bid 31. H.L.B. Security Elect. No Bid 32. Ailson Medical Elect. No Bid 33. B & W Associates No Bid 34. Philips Police Equipment No Bid 35. Criminal Research Prod No Bid 36. CCS Communi- cations Control Inc. No Bid 37. Phase II Profile No Bid 36. Joe Ventura & Assoc. No Bid Attachment B Bid Evaluation (Contd.) Purchase Annual No. Lease No. Lease Mo. Lease No. Lease Lease Price Maintenance Term - lyr. Term - 2yr. Term - 3yr. Term - 4yr. Buy -Out Paper No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid No Bid 4#